Senior Administrative Assistant / Technical Coordinator

Job Title: Senior Administrative Assistant / Technical Coordinator

Location: Montreal (LaSalle)

Work Arrangement: Hybrid  

Join a dynamic department of 100+ IM/IT professionals who deliver information systems projects for clients in the Royal Canadian Navy and Department of National Defence.  In this key new role, you will directly support and assist the department manager, become an expert in policies and processes so as to provide guidance and expertise to department personnel, coordinate onboarding of new personnel, and provide some of the administrative support for department personnel and supervisors.  At present, these functions are partially provided by central administrative staff, partially performed by the manager and supervisors themselves, and partially not adequately covered.  With our ongoing significant growth, we need a Senior Administrative Assistant / Technical Coordinator, embedded in our department and aware of our work, projects, clients and priorities, who will become a key part of our success in meeting internal and client requirements.  Most of the role can be performed remotely, but on-site presence will be needed at times to support client visits, onboarding of new personnel or processing of classified information.

Weir is a global leader in mining technology for a sustainable future.  Outside the mining sector, Weir Marine Engineering has managed and operated the Naval Engineering Test Establishment (NETE) for the Department of National Defence (DND) since 1964.  At Weir Marine Engineering (WME), we apply engineering/technical expertise to the complex challenges of mission-critical naval systems, contributing to the reliability, security, and performance of systems that are essential to Canada's maritime defence capabilities.

Make your impact

You’ll play a key role in solving real-world challenges. You’ll apply your skills to deliver results that matter—whether that’s through engineering, planning or customer support.  You’ll work with purpose, learn every day and help shape a more sustainable future.

The key responsibilities of the position are:

• Assistance to the Department Manager: Assist in coordination of department activities; pre-review submissions to the department manager to identify errors and omissions; assist with internal communications; maintain standard briefing packages and charts; and monitor, update and report on status information for various processes.
• Onboarding Coordination: Take the lead in the onboarding and integration of new department personnel, coordinating with the HR Onboarding Specialist, direct supervisor, other department staff (as needed), HR/Security and IT administrators, local NETE/WME admin staff at the work site (if applicable), and client and client admin staff (if applicable).  For department staff being onboarded at NETE LaSalle, be their primary initial point of contact and arrange their integration into the workplace.
• Center of Expertise: First, gain familiarity with policies, processes and procedures through review of documentation and interaction with process owners and experienced users.  Then, be a source of expertise for department staff in the understanding and application of those policies, processes and procedures.  When time permits, develop simplified guidance documents and flowcharts to facilitate the use and understanding of the processes, especially for newer staff.
• Support to Department Supervisors and Staff: Assist with preparation and update of presentations, project plans, documents and other records related to project work for clients or internal initiatives.  For load balancing and reciprocal coverage of duties during leaves and absences, share in some of the duties performed by central administrative staff for department members (processing of projects, reports, travel, expense claims, etc.).
• Safety First: Demonstrate 100% commitment to our zero harm behaviors in support of our drive towards developing a world class safety culture.

We value what you can do—not just where you’ve been.  If you meet the goals of the role, we want to hear from you.

Must-haves:

• 5+ years of experience providing administrative support, including 3+ years as an Administrative Assistant to a manager
• Strong ability to learn processes, understand context and recognize the relationship between new information and existing data
• Experience preparing, updating, proofreading and formatting documentation
• Proficient with the use of Microsoft Word, Excel and PowerPoint
• Excellent organizational skills – able to manage own workload, consisting of a combination of assigned responsibilities, recurring activities and specific requests from the manager and department personnel, and adapt to changing priorities 
• Excellent communication skills, both written and verbal, and very good attention to detail
• Self-directed, resourceful and tech savvy
• Good judgement, honest, discrete and trustworthy

• Ability to handle occasional stress in dealing with increased demands during peak periods

Mandatory Requirement:

Canadian citizenship, with 10 or more years residing in Canada with no periods longer than six continuous months out of country, is absolutely necessary as part of the requirements to obtain a government security clearance to the minimum level of Secret

Nice to Have (Optional)

• Bilingual, and able to translate internal communications from English to French
• Experience in the IM/IT industry
• Experience working with government contracts, government processes and/or the defence sector
• Experience with project management processes and records
• Proficient with the use of Microsoft Project

We live our values—we think safety first, do the right thing, respect each other, aim high and delight our customers.  We encourage our people to lead by example and celebrate our successes.

We’re passionate about our purpose—to help deliver the natural resources that are essential to create a better future for the world.  We do this by combining our deep customer insights, world class engineering, materials science expertise and intelligent automation to deliver innovative end-to-end solutions incorporating our signature technologies.

We believe your voice matters and your ideas make a difference. We’re working hard to nurture a diverse culture where our people feel like they belong and can do the best work of their lives.  You can help shape our unique culture through our inclusion networks and safety initiatives.

Benefits

·         Competitive pay

·         Career development and study/learning support

·         Access to global inclusion networks

·         Regional and team-specific benefits

·         Sharebuilder scheme

·         Wellness support for you and your family

·         Collaboration with global teams

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